PERSONAL ASSISTANT TO THE CHIEF EXECUTIVE OFFICER

Client: Botswana Institute for Technology Research and Innovation (BITRI)

Published: 19/08/2016

Contract Type: Contract 5 Years

Salary: Market Related

Location: Gaborone, South East, Botswana

Introduction:

The Botswana Institute for Technology Research and Innovation (BITRI) is a newly established technology research institute whose mandate is to undertake research, identify and or develop appropriate technologies in line with national priorities and needs of Botswana.

Job Functions: Research

Industries: Research

Specification:

The main purpose of the job is to provide administrative and secretarial services to assist the Chief Executive Officer function through enhanced efficiency and effectiveness of the administrative operations of the office, specific duties of which will include:
•Receive telephone calls and correspondences for the CEO.
•Attend to queries or refer issues beyond own scope to relevant officers or to CEO.
•Attend to visitors/clients of the CEO and make them feel comfortable.
•Receive faxed documents and forward to CEO, and fax documents on behalf of CEO.
•Maintain the CEO’s appointment diary, arrange and remind him/her of appointments.
•Advise staff of any meetings with the CEO.
•Compile and prepare all documents needed by the CEO for his/her meetings, including agenda, minutes and other materials.
•Circulate relevant documents to attendees before meeting with the CEO.
•Make logistic arrangements for meetings (venue, refreshments, etc.).
•Minute meetings, draft and distribute minutes after vetting by CEO.
•Arrange lunches and other social events on behalf of the CEO.
•Arrange travel and accommodation for CEO.
•Contribute to planning the activities for CEO’s office, including budget
•Ensure that CEO’s office is kept clean and that its furniture/equipment are in order.
•Process or develop documents such as internal memos, correspondences, reports, take minutes and submit to CEO for checking and signature.
•Process, maintain record and retrieve correspondences/confidential files as needed.

Requirements

Education:
•Minimum BGCSE level and a higher national diploma in Secretarial Studies from a recognised institution.

Experience and working knowledge:
•Minimum of three years’ experience as a Personal Assistant/Secretary to a Director or equivalent senior management level.
•Thorough working knowledge of the Microsoft Office.